Office Services Coordinator | University Health Services

University of Notre Dame; Notre Dame (IN); Presencial; USD 26.000 - 37.000; Jornada completa

Descripción de la vacante

The University Health Services at Notre Dame seeks an Office Services Coordinator to support inventory, medical records, and student care services in a 40-hour week. This full-time role within University Health Services helps ensure efficient clinical operations and excellent campus support.

With 3–4 years in a medical office, you will manage EMR and inventory systems, coordinate student care, and maintain HIPAA compliance while collaborating with campus partners to deliver accessible healthcare.

Formación

• HS diploma or GED required; associate’s or bachelor’s degree preferred.
• 3–4 years of experience in a medical office setting.

Responsabilidades

• Inventory management and supply procurement for clinical, pharmaceutical, medical, and operational supplies.
• Maintain par levels and monitor usage to support patient care and cost control.
• Manage medical records requests and HIPAA/privacy compliance.
• Serve as primary contact for students seeking healthcare and resources; coordinate services.

Conocimientos

Communication skills

Organizational skills

Medical office experience

Educación

HS Diploma or GED

Associate or Bachelor’s degree preferred

Herramientas

EMR

Inventory systems

Descripción del empleo

Office Services Coordinator | University Health Services

• Full-time
• Division: Vice President for Student Affairs
• Job Subfamily: Administrative Operations - UO004
• Unit: University Health Services - 17050
• Job Family: University Operations

The University of Notre Dame is more than a workplace! We are a vibrant, mission-driven community where every employee is valued and supported. Rooted in a tradition of excellence and inspired by our Catholic character, Notre Dame is committed to fostering an environment of care that nurtures the whole person—mind, body, and spirit. Here, you will find a deep sense of belonging, a culture that prioritizes well-being, and the opportunity to grow your career while being a force for good in the world. Whether contributing to world-class research, shaping the student experience, or supporting the University’s mission in other ways, you will be part of a dedicated team working to make a meaningful impact on campus and beyond. At Notre Dame, your work matters, and so do you!

Inventory Management

• Responsible for comprehensive inventory management and supply procurement to ensure adequate availability of clinical, pharmaceutical, medical, and operational supplies.
• Maintain appropriate par levels within the inventory management system, routinely monitor usage and inventory trends, and adjust quantities as needed to support uninterrupted patient care and efficient cost management.
• Support compliance with organizational policies and applicable regulatory requirements related to the storage, handling, purchasing, and management of pharmaceutical and medical supplies.

Medical Records Management

• Comprehensive management, processing, and coordination of medical records requests to ensure accurate, timely, secure, and compliant handling of patient health information.
• Manage both inbound and outbound medical record requests, including requests from patients, healthcare providers, insurance companies, attorneys, and other authorized entities.
• Work collaboratively with clinical staff, administration, compliance, billing, insurance, outside providers, and legal counsel to facilitate timely and appropriate medical record management
• Monitor and maintain compliance with organizational policies and applicable HIPAA, privacy, confidentiality, and medical records requirements.

Student Care Services

• Serves as the primary point of contact for students seeking healthcare, support services, and assistance with navigating available resources.
• Provides professional, compassionate, and timely customer service through telephone calls, walk-in interactions, appointment scheduling, referrals, and coordination of services. Serves as a patient advocate by helping students understand and access appropriate resources while protecting their rights, privacy, dignity, and confidentiality.
• Participates as an integral member of the Division of Student Affairs team and regularly collaborates with other areas within the Division of Student Affairs, Student Health and Wellness, and other University units to enhance the department’s work building connections and relationships with students.

Education and Experience

• High school diploma or GED required; associate’s or bachelor’s degree preferred.
• 3–4 years of experience working in a medical office setting.

Technical Skills

Excellent working knowledge of computers, including electronic medical records (EMR) and inventory management systems.

Communication and Organizational Skills

• Strong verbal and written communication skills.
• Excellent organizational skills, critical thinking, and sound decision-making abilities.
• Ability to work effectively in a fast-paced environment while maintaining a high level of attention to detail.

Commitment to Notre Dame's Mission

• Demonstrated appreciation for and commitment to the University of Notre Dame’s Catholic, Holy Cross mission.

Application Deadline: November 2, 2026

Required Documents to Apply: Resume & Cover Letter

Hiring Pay Range: Up to $23.00/Hour | Commensurate with experience

Schedule:This is a 40-hour a week, 10 month position August - May

The University ofNotreDameseeks to attract, develop, and retain the highest quality faculty, staff and administration. The University is an Equal Opportunity Employer, and does not discriminate on the basis of race, color, national or ethnic origin, sex, disability, veteran status, genetic information, or age in employment. Moreover,NotreDameprohibits discrimination against veterans or disabled qualified individuals, and complies with 41 CFR 60-741.5(a) and 41 CFR 60-300.5(a).Westronglyencourageapplicationsfrom candidates attracted to a university with a Catholic identity.